The Corporation of the Town of Grand Valley

Special Council Meeting Minutes

Tuesday, January 27, 2026 at 2:00 P.m. - 4:00 P.m.

Council Chambers, 5 Main Street North, Grand Valley

Council Present:

• Mayor Steve Soloman
• Deputy Mayor Philip Rentsch
• Councillor James Jonker
• Councillor Paul Latam

Council Absent:

• Councillor Lorne Dart

Staff Present:

• Meghan Townsend, Chief Administrative Officer/Clerk
• Matthew Bos, Director Public Works
• Steven Freitas, Director of Finance/Treasurer
• Mark Kluge, Manager of Planning
• James Allen, Recreation Facilities Manager
• Donna Tremblay, Deputy Clerk/Communications Coordinator

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1.

Call to Order and Roll Call

Mayor Soloman called the meeting to order at 2:00 p.m.

Mayor Soloman announced that the meeting is being live streamed and publicly broadcast with the recording of the meeting to be available on the Town's website.

2.

Adoption of Agenda

• Resolution: 2026-01-36
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council adopts the Special Council Meeting agenda and any addendums dated January 27, 2026 as circulated.

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

Members of Council are required to state any pecuniary interest in accordance with the Municipal Conflict of Interest Act.

No pecuniary interest was declared.

4.

Staff Reports

4.1

DRAFT 2026 Operating and Capital Budget, 2026-008

Meghan Townsend CAO/Clerk provided opening remarks.  

Steven Freitas, Director of Finance/Treasurer presented the draft Operating and Capital Budget. 

Council discussed the draft operating budget requested the following: 

• Subtotals for each accounting area be included in future budget documents.
• ID# E7 Council Computers - 6,000 reduction
• ID#E9 Council Donations - Staff to provide list of 2025 donation requests
• ID#E11 Council Capital Expenditures - staff to review and confirm expenditure amounts
• ID#E16 Elections - staff to include a budget line for contract services 
• ID#E23 Admin Telephone - staff to review costs for savings
• ID#E25 Admin Internet Service - staff to clarify the necessity of two lines
• ID#E29 Admin Computers - staff to review budget amount and provide update. Staff to transfer $25,000 from reserve and provide justification report for firewall project  
• ID#E35 Admin Bank Charges and O/D Interest - staff to include the 2026 Budget amount as $20,000
• ID#37 Admin Asset Mgmt Plan - Staff tor reduce budget amount by $30,000
• ID#E46 DWTN IMP Wages - Staff to include 2026 Budget amount of $15,000
• ID#E47 DWTN IMP Benefits - staff to reduce budgeted amount to reflect reduction of ID#E46  
• ID#E49 DWTN IMP Capital Expenditure - staff to review and advise on budget amount 
• ID#E50 H&S Wages - Staff to incude budget amount of $7,500 and  requested Director of Public Works salary be allocated to a single line item and not jobs.  
• ID#E65 Animal Contracts - staff to remove Note "Budget partially re-allocated to Wages & Benefits"
• ID#E54-E61 EDC - staff to include Committee's request for reserve top-up to $10,000
• ID#E83 CC Capital Expenditure - staff to review expenses and provide update
• ID#E85,86,87 BLEO - staff to review service level for By-Law
• ID#E109 ASE - Staff to include in notes: "more information to come"
• ID#E112 & 113  Parks&REC Wages - staff requested to allocate Facility Manger's salary and benefits to a single line item 
• ID#E125 PARKS& REC - Capital Expenditure - staff to remove $60,000
• ID#E133 Capital - RECTRUCK 2 - staff to include $10,000 and to provide a budget amount for purchase of utility vehicle
• ID#E138 - Trails Contract - staff to review expenses and advise on budget amount 
• ID#E139 - Trails Property Taxes - Staff to contact Town of Amaranth regarding tax waiver 
• ID#E141 GVCAMP Hydro - staff to notify Firefighter's Association Town will cover for 2026  and association will assume in 2027.
• ID#E142 Community Park Trees - staff to investigate and report back on developer trees 
• ID#E143-144 Community Park Parking Lot/Washrooms and Gazebo - staff to remove budget amounts
• ID#E145 to E147  Comm Project Assistance Wages/Benefits/Equipment Charges - staff to reduce budget amounts by one percent
• ID#158  A Bridges/Culverts Materials/Supplies - staff to remove note "budget partially re-allocated to Wages and Benefits" 
• IDE#163 A Bridges/Culverts Capital Expenditure - staff to review funding options amount to be included with a note "for further discussion". 
• ID#E164 B1 Gras Mowing - staff to review cemetery revenues to off set costs
• ID#E169 B2 Brushing/Tree Trimming Wages- no increase in service level or budget amount
• ID#E173 B2 Brushing/Tree Trimming Contracts - staff to reduce budget amount by $10,000
• ID#E193 C1 Patching (Urban) Wages - staff to review - Public Works Director's wages  
• ID#197 C2 Sweeping/Crack Sealing Wages - staff to review - Public Works Director wages 
• ID#E229 E1 Winter Plowing Wage - staff to review if overtime and vacation time is included 
• ID#E235 Safety Devices/ Signage Wages - staff to advise on use of speed sign compensation funds
• ID#E242-245 Parks Wages, Benefits Materials/Supplies Equipment Charges and Miscellaneous - staff to include under Parks and Recreation 
• ID#E272 O Roads Dept Capital Expenditure Gravel Retriever Attachment - staff place on hold for further discussion
• ID#273, 274,275, 276 and 277 O Roads Department Capital Expenditure Broom Attachment /Roof Screws/Town Shop Lights, North Shop Overhead Door and North Shop Concrete Floor Repair - staff to include for Council's future budget discussion 
• ID#E352,353 and 359 Road Patrol GPS & Mobile System - staff to include for Council's future budget discussion 

• Resolution: 2025-01-38
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT line 1-4-1000-2700 (donations) be removed completely from the 2026 Budget. 

  CARRIED
• Resolution: 2026-01-39
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the Report – DRAFT 2026 Operating and Capital Budget;

  AND FURTHER THAT the changes discussed in the meeting be made for the next budget presentation on February 24, 2026 as discussed. 

  CARRIED

4.2

Update - Credit Card Payment Acceptance Policy, 2026-024

Steven Freitas, Director of Finance/Treasurer provided a summary of the report.  

Council discussed the report. Discussions included a commencement date and a future report on revenue streams.  

• Resolution: 2026-01-37
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receive the Report – Update - Credit Card Payment Acceptance Policy;

  AND FURTHER THAT Council directs that the Town utilize PaySimply as the third-party service provider for the purposes of accepting payment for property taxes via credit card.

  AND FURTHER THAT Council approves the policy as presented for immediate implementation. and directs that the Town will stop directly collecting tax payments by credit card after midnight, February 28, 2026, once the PaySimply program is set up, giving notice to residents about the change in advance.  

  CARRIED

6.

Confirm Proceedings

6.1

2026-XXX By-law to Confirm the Proceedings of Council of the Corporation of the Town of Grand Valley at the Special Meeting - 2026 Budget held on January 27, 2026

• Resolution: 2026-01-40
  Moved by: P. Rentsch
  Seconded by: J. Jonker

  BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Special Council Meeting held on January 27, 2026 and that it be given the necessary readings and be passed and numbered as By-Law 2026-08.  

  CARRIED

7.

Adjournment

• Resolution: 2026-01-41
  Moved by: P. Latam
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT we do now adjourn this Special Council Meeting at 6:15 p.m. 

  CARRIED